Mailroom Associate I

Yale New Haven Health•New Haven, CT

About The Position

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day. Performs a variety of mail sorting, and mail delivery functions for hospital departments including internal and U.S. postal mail and flower deliveries. . Picks Up, Weighs, Meters, And Prepares Mail For Postal Pick-Up. Assists Director and Other Department Leaders With Various Administrative Tasks Including But Not Limited To Scheduling, Receiving, Coordination Of Policy Changes, Filing, Word Processing, Reserving Meeting Rooms, Taking Minutes At Meetings, Scanning And Copying Documents where applicable. Facility specific tasks will be listed in the standard operating procedures and guidelines. EEO/AA/Disability/Veteran

Requirements

High school graduation or equivalent.
Two (2) years minimum as a Mail Room Clerk.
Operate a variety of mail processing machines such as Pitney Bowes 6100 or 680. Knowledge of United States Postal regulations and mail handling techniques, i.e. sorting, packaging, and addressing.

Responsibilities

Coordinates delivery and pick up of both internal and U.S. Postal Mail. Monitors schedules of incoming and outgoing mail assuring time table compliance and notifies manager when schedules are not adhered to 1 .2 Assures that incoming mail is stamped and processed according to departmental schedules for expedited turn around time as observed by the supervisor 1 .3 Regularly monitors staff mail sorting assuring accurate addressee sorts as observed by the supervisor 1 .4 Monitors bulk and special class mail, and sorts to assure US Postal regulation compliance as observed by the supervisor 1 .5 Regularly inspects incoming mail assuring hospital department name is on all mail as observed by the supervisor
Operates mail accounting system and provides proper billing instructions for accounting department. 2 .1 Operates mail accounting system through PC operation assuring proper accounting of all hospital departmental postage expenses as observed by the supervisor 2 .2 Provides monthly print out reports for departmental postage expenses and provides accounting and department head with copies as observed by the supervisor
Provides incoming and outgoing express mailing services. 3.1 Provides express mailing services for incoming and outgoing mail and packages, utilizing both primary and secondary vendors as observed by the supervisor 3 .2 Maintains records detailing both outgoing and incoming express services activities, while providing tracking information and departmental billing instruction as required by accounting
Sells stamps and controls resulting cash inventory where applicable. 4 .1 On a daily basis sells stamps in all denominations available from US Postal Services 4 .2 Maintains three days supply of all stamp denominations as observed by the supervisor 4.3 Buys stamps only with cash from sale of stamp inventory and assigns carrier to purchase additional stamps as observed by the supervisor 4 .4 Monitors and records cash inventory resulting from stamp sales on a daily basis as observed by the Supervisor 4 .5 Provides monthly reports of cash on hand to accounting and department head as observed by the Supervisor
Monitors reliability and accuracy of electronic and mechanical mail processing machines. 5.1 Monitors mechanical and electronic mail processing machines regularly during each work day, assuring the proper functioning and accuracy of recorded date, as observed by the supervisor 5 .2 Expedites the repair of each malfunctioning mail machine and assures that mail flow is delayed no longer than one 4 hour period as observed by the supervisor
Directs work flow of and schedules all mail room staff. 6 .1 Directs daily work flow of all mail room staff assuring productivity and procedural compliance as observed by the supervisor 6 .2 Schedules adequate mail room staff according to manager instructions as observed by the supervisor 6.3 Supports and encourages the mail room staff both in relation to productivity and in a leader role as observed by the supervisor
Performs temporary shift supervisor responsibilities in the absence of the shift supervisor. 7 .1 Performs shift supervisor duties in the absence of shift supervisor or at the request of the shift supervisor. 7.2 Handles all emergency, personnel or service related problems, reporting and documenting all incidents to the shift supervisor 7 .2 Assures consistent work flow, completion of all assigned staff duties and reports performance to the shift supervisor.
Utilizes the departmental computer and employee lists forward patient and staff mail to current address. 3 .1 On a daily basis accesses the patient information system via computer terminal, to determine current patient address, internal or forwarding, and addresses mail accordingly as observed by the Supervisor. 3 .2 Utilizes employee and house staff personal lists to forward mail for terminating and transferring physicians and employees as observed by the Supervisor.
Operates equipment in a proper and safe manner. Maintains equipment in proper and safe working condition. Maintains work and supply areas in a clean and orderly condition. 5.1 Operates postage equipment in accordance with department procedure as observed by supervisor. 5.2 Cleans postage equipment surfaces on a daily basis as observed by supervisor. 5.3 Troubleshoots mail processing equipment malfunctions; notifies supervisor of malfunction/operating problems immediately as observed by supervisor.
Performs general cleaning of all work surfaces on a daily basis as observed by supervisor. Maintains mailbox and distribution cart labels in a neat and orderly fashion as observed by supervisor and customer feedback. Performs related duties as assigned.